MP State Electronics Development Corporation Ltd.
MP State Electronics Development Corporation Ltd.(A Govt. of M.P. Undertaking)Tender for Rate Contract of Online Data Entry of Elector details & Updation,Rationalization, Integration, EPIC Preparation, De-duplication, BLO RegisterProcessing, Printing and Binding, Control table Corrections, Generation & Printing ofPhoto Electoral Roll as per the guidelines of Election Commission of IndiaTender No. - MPSEDC/MKT/ECI/2015/298State IT Centre, 47-A, Arera Hills, Bhopal 462011 M.P.Tel: 0755 – 2518630, 2518300, 2518500, 2518605;www.mpsedc.comMPSEDCPage 1 of 41
1. BID DATA SHEETParticularDetailsName of the ClientMadhya Pradesh State Electronics CorporationLtd Addl. Chief General Manager, MPSEDC, State ase of Tender Start Date19/11/2015Purchase of Tender End Date & Time09/12/2015 05:30 PMDate of Pre-Bid Conference26/11/2015, 3:00 PMVenue of Pre-Bid ConferenceConference Room, 2nd Floor, State IT Centre,47 A, Arera Hills, Bhopal, Madhya PradeshEmail address to send the Pre-bidslaceomp@gmail.comqueriesBid Submission Date and time10/12/2015 up to 3:00 PMCost of bid documentRs. 1000.00 Processing Fees (non-refundable)to be paid online through the e-procurementportal.EMD / Bid Security AmountRs 1,00,000/- (Rs One Lakh only) per zonemultiplied by the number of quoted Zones(maximum 2 zones), through a Demand Draft.EMD in any other form will not be accepted.Date and time for opening of Technical10/12/2015, 4:00 PMProposalDate and time for opening of FinancialThe date and time would be communicated toProposalthe qualified biddersPerformance Bank GuaranteeThe successful bidder shall be required to submitperformance guarantee equivalent to 10% of theorder value for one year for the satisfactoryperformance/completion of the complete project(Including project period plus six months), in theform of bank guarantee with MPSEDC LTD orConcerned department.MPSEDCPage 2 of 41
ParticularDetailsMethod of submission of ProposalOnly through e-Procurement portal of MPSEDC(website www.mpeproc.gov.in)Validity of BidsMinimum 180 days from the due date ofsubmission of proposal as mentioned in thisTender or the subsequent corrigendum (if any)Note: Tender document can be viewed/ downloaded from the website www.mpeproc.gov.in.Bidder has to submit the document fee & processing fee online, through e- procurementportal and EMD amount in the form of a DD only. Any further corrigendum/ addendum shall be uploaded on the e-procurement portalwww.mpeproc.gov.inMPSEDCPage 3 of 41
2.1. IntroductionMadhya Pradesh State Electronics Development Corporation (MPSEDC) is a wholly ownedundertaking of the Government of Madhya Pradesh. MPSEDC has been designated as theimplementing agency for various Government projects.Chief Electoral officer of Madhya Pradesh has appointed MPSEDC for selecting vendor for OnlineData Entry of Elector details, Updation, Rationalization, Integration, EPIC Preparation, Deduplication, BLO Register Processing, Printing and Binding, Control table Corrections, Generation& Printing of Photo Electoral Rolls as per the guidelines of Election Commission of India. HenceMPSEDC through this Tender wishes to select vendor who would provide services for the same.2.2Scope of WorkThe Scope of Work involves the following activities:Part – I Data EntrySupplementary Revision of Electoral RollThe Tenderer will carry out Online Additions, Modifications & Deletions through Form 6, 6A, 7, 8,8A & 002 provided by the DEO Office of the concerned District. After the Data Entry, theTenderer will print checklists of supplementary rolls and before submitting the same to the DEOoffice, he has to verify that the entries done by the vendor against the received forms iscomplete. If corrections are required, he has to update the entries and again print the correctedchecklist and submit it to the DEO office. The DEO Office will verify the checklist and if found,correct, the Tenderer will print the supplementary lists and generate PDF files of the PhotoElectoral Roll. In case, errors are observed in the checklists the Tenderer will have to correct theerrors and print another checklist. This process will be continued till error free checklists areprepared.The vendor will perform the Online De-duplication (removing duplicate entries), Control tableCorrections, merging of Photograph in elector’s database after scanning the photo, adding ofMobile Nos, E-Mail IDs, Passport No. etc, followed by data Updation. All these activities will becarried out as per the instructions of the concerned District Election officials and guidelines ofCEO.The vendor will create PDF files (with and without photo) of the error free photo electoral roll andsubmit the PDF files on CD/DVD in three copies (make – Moser Baer, HP, Philips or Sony only) inthree copies in jewel case with Authorized signature and seal to concern district. The vendor willalso return the original data.IntegrationThe vendor will carry out online integration by merging the mother roll and supplementary listsinto one single roll and re-numbering the electors, through the software provided by SLA. AfterMPSEDCPage 4 of 41
integration the vendor will generate Photo electoral roll in PDF format and print one copy of theelectoral roll as check list and submit the same to District Election authorities.The District Election authorities will check and mark corrections on the check list. The vendor willcollect the corrected check list and make the corrections in the Database through the softwareprovided by SLA and print corrected copy of the check list and submit the same to Districtauthorities.In case, errors are still found after correction, the vendor will have to makecorrections and print another check list. This process shall be continued till error free check list(which shall be known as final check list) is generated. The vendor will create PDF files (with andwithout photo) of the error free, integrated photo electoral roll and submit the PDF files onCD/DVD(make – Moser Baer, HP, Philips or Sony only) in three copies in jewel case withauthorized signature and seal to concerned district.The process of incorporating corrections in electoral roll shall be done at respectiveDistrict location as designated by DEO/SLA/CEO.All the above functions will be performed by the Data Entry operator deployed by thevendor for each DistrictNote: The vendor has to scan the barcode no. through the barcode scanner at the time ofreceiving of Forms & at the time of data entry.Part – II PrintingThe vendor will print one laser print of the error free Integrated, Supplementary, Final andContinuous revision Photo Electoral Roll on single side of white A4 Sheet of minimum 75 gsm.The vendor will also generate 10 copies of the photo electoral roll on both sides of white A4 sheetof minimum 75 gsm. The Vendor will also print the elector roll of Service Electors and the ACheaders. The printed Electoral Roll have to be delivered to the concerned District Electionauthorities by the vendor on time. The DEO office will scan the barcode to record the date ofreceipt of the Electoral Roll.At the time of elections, the vendor also has to print the Voter Slips (single side), Voter SlipsDistribution Registers & the Alphabetical Voter List.Part – III BLO RegisterAs per the directions of ECI, every Booth Level Officer (BLO) will be provided a register that willbe used as a working copy of the Electoral Roll and it has to be printed for each Electoral RollPart separately. It should also have the photographs of the electors. In addition sufficient spaceshould be given for each entry for the BLO to make corrections where the entry is incorrect. TheBLO Register will also contain the various report formats pertaining to the respective Booth.MPSEDCPage 5 of 41
The vendor will generate the PDF files of the BLO Registers from the Electoral Roll data. It isexpected that for a part having 1200 electors the BLO Register will comprises of approximately300 pages (150 sheets on both side). After generating the BLO Registers the vendor has to printone copy on A4 size paper of 75 GSM.After printing, the vendor has to perform the properbinding of the BLO Registers for their safe keeping.The bound BLO Registers have to be delivered to the concerned District Election authorities bythe vendor on time. The DEO office will scan the barcode to record the date of receipt of BLORegisters. After completion of work, the vendor will submit the pdf files on CD/DVD in threecopies.The vendor will create PDF files and submit the PDF files on CD/DVD in three copies (make –Moser Baer, HP, Philips or Sony only) in three copies in jewel case with Authorised signature andseal to concern district.Part – IV Preparation of EPICsThe process of generation of PVC EPICs will involve the following operations:1. Receiving residual electors Photographs of Electors from DEO if not available in database.2. Grabbing of photographed images or Scanning of images of collected passport sizephotographs and merging them into database if not available in database.3. Editing of data (including alternation if any in other entries), at the time of processing on thecard format.4. Cards will be printed on PVC sheet with colour photograph.5. Generation of Duplicate EPICs through Form 002.6. The pre-printed PVC Cards will be provided by the District to Vendors.7. As per ECI, the main PVC cards specifications are:1. Card size – 8.6 cm vertical and 5.4 cm horizontal with variation permissible of plus minus5 %.2. Thickness- 0.6mm to 0.8mm.3. Lamination- 60 microns overlay.4. PVC sheet must have security features.Notes:1. The vendor will generate and print MIS Reports ( Residual Electors Report, Deduplication Report, Format 1-8 Reports, Photo Electoral Roll Data Errors Report, Form6, 6A, 7, 8 & 8A received online from ECI, etc.) relating to the work as and whenrequired. The generation of MIS Reports will form a part of work and any cost incurredby the vendor shall be included in the quoted rates. No extra charges will be paid forthe generation and printing of MIS Reports.MPSEDCPage 6 of 41
2. The complete work is to be carried as per the guidelines of ECI. In case of adifference between the specifications in tender document and ECI guidelines, thespecifications given by ECI shall be applicable.3.Instructions to the BiddersThis section specifies the procedures to be followed by bidders in the preparation andsubmission of their bids. Information is also provided on the submission, opening, andevaluation of bids and on the award of contract. It is important that the bidder carefullyreads and examines the Tender document.3.1Availability of Tender DocumentThe Tender document is available and downloadable on following websites:a) www.mpeproc.gov.inb) www.mpsedc.comTender Fees (non-transferable & non-refundable) must be paid online at e- procurementportal (http://www.mpeproc.gov.in).3.2Pre-bid Meetings and Clarifications3.2.1 ClarificationsThe prospective Bidder requiring any clarification on the Tendershall contact MPSEDCthrough email by sending the queries at slaceomp@gmail.com. MPSEDC would provideclarifications to only those queries which would be received before the due date asmentioned in Bid data sheet. All future correspondence/corrigendum shall be published onwww.mpeproc.gov.in3.2.2 Pre-bid Conference and Issue of Corrigenduma) A Pre-Bid conference of all the interested bidders shall be held at the scheduled dateand time as per the details mentioned in the Bid Data Sheet.b) MPSEDC reserves the right to make any kind of amendments or in the terms andconditions of Tender before the due date of submission of bid. Any change/clarification/ corrigendum would be uploaded on the e- procurement portal. This willform a part of this Tender documentc) MPSEDC at its discretion may extend the due date for the submission of bids.3.3Preparation and Submission of Proposal3.3.1 Completeness of BidsBidders are advised to study all instructions, forms, terms, requirements and otherInformation in the Tender document carefully. Submission of bid shall be deemed to havebeen done after careful study and examination of the Tender document with fullunderstanding of its implications. The response to this TenderMPSEDCshould be full andPage 7 of 41
complete in all respects. Failure to furnish the information required by the Tenderdocuments or submission of a proposal not substantially responsive to the Tenderdocuments in every respect will be at the bidder's risk and may result in rejection of itsproposal. The Tender Document is not transferable to any other bidder.3.3.2 LanguageThe bid as well as all correspondence and documents relating to the bid exchanged by thebidder and the purchaser, shall be in English language only.3.3.3 Submission of curementportal(www.mpeproc.gov.in) at their own cost. The bidders are advised to go through the eprocurement guidelines and instructions, as provided on the e-procurement website, andin case of any difficulty related to e-procurement process, may contact the helplinenumber 18002588684. The Bidder shall submit the proposals online as described belowa)Proposal that are incomplete or not in prescribed format may be rejected.b) The Technical and Financial proposal should be submitted only through the eprocurement Portal.c) Technical Proposal - The proposal should be as per the Technical Proposal format providedin Annexure I: Technical Proposal Formats.d) Financial Proposal –The proposal should be submitted in Financial Bid format provided onthe portal (www.mpeproc.gov.in)e) The financial Bid should exclusive of VAT CST and Service Tax but inclusive of all otheritems of cost. In the case of introduction of GST, the amount applicable for GST shall bepaid in place of VAT/CST/service tax etc.f)Conditional proposals shall not be accepted on any ground and shall be rejectedstraightway. If any clarification is required, the same should be obtained beforesubmission of the bids.g) Any alteration, erasures or overwriting should be valid only if the person or personssigning the bid initial them.h) Bidders are advised to upload the proposals well before time to avoid last minute issues.i)The bid has to be submitted only through online through www.mpeproc.gov.in website.No physical submission of bids would be acceptable.4Late BidsProposal after due date and time shall not be accepted.5Tender ValidityThe Tender offer must be valid for 180 days from the due date of submission of proposalas mentioned in this Tender or the subsequent corrigendum (if any). However, MPSEDC inMPSEDCPage 8 of 41
consultation with office of the Chief Election Officer, MP, may extend this period, if thebidder accepts the same in writing.6. Cost and CurrencyThe offer must be given in Indian Rupees only. The price will remain fixed for the periodof the contract and no changes for any reason what so ever will be allowed. The biddershall bear all the costs associated with the preparation and submission of its bid, and thepurchaser will in no case be responsible or liable for these costs, regardless of conduct oroutcome of bidding process.7. Interpretation of the clauses in the Tender DocumentIn case of any ambiguity in the interpretation of any of the clauses in Tender Document,the MPSEDC interpretation of the clauses shall be final and binding on the bidder.The decision taken by the MPSEDC in the process of Tender evaluation will be full andfinal.8. Amendment of Tender DocumentAt any time prior to the deadline for submission of bids, MPSEDC for any reason, whetherat its own initiative or in response to a clarification requested by a prospective bidder,may modify the bid documents by amendment. Any such communication shall be postedon website and bidders are requested to visit the e-procurement website for updates,modification and withdrawal of Offers.9. Earnest Money Deposit (EMD)a) The Bidder shall furnish an EMD as per the amount mentioned in Bid Data Sheetthrough a Demand Draft.b) EMD will only be accepted in the form of DD. The EMD for each zone is of Rs.1,00,000/-. A scanned copy of DD is to be uploaded along with online submission ofBid. Technical bid of only those Bidders will be opened on 10.12.2015 at 4.00 PMwhose original DD has been received at MPSEDC office on or before 10.12.2015 at4.00 PM.c) No interest shall be payable on EMD under any circumstances.d) Unsuccessful Bidder’s Bid security shall be discharged or returned within 60 (sixty)days of expiration of the period of proposal validity or after awarding Tender tosuccessful Bidder.e) In case of successful bidder, the EMD shall be discharged upon signing of agreementand submission of performance bank guarantee, as per Annexure III.f)No exemption in EMD/Security deposit in any form will be given to any firm/ company/corporation/ public undertaking.MPSEDCPage 9 of 41
g) The EMD shall be forfeited by MPSEDC, on account of one or more of the followingreasons If a bidder withdraws his bid during the period of bid validity. If the bidder fails to sign the agreement in accordance with terms andconditions (Only in case of a successful bidder). Fails to furnish performance bank guarantee as specified in annexure. Information given in the proposal is found inaccurate/incomplete.10. Qualification Criteria and Bid Evaluation Methodologyi. Tender Openinga) Bid Opening shall take place through the e-Procurement Portal. Online Proposalssubmitted along with the EMD/ Bid Security and Tender Fee (Payable Online throughthe portal) shall be considered for Bid opening as per the timelines mentioned in theBid Data Sheet.b) In case of EMD/ Bid Security is not received as per the timeline mentioned in Bid DataSheet, the bid submitted in e-Procurement Portal would be rejected.c) A maximum of two representatives from each Participating Organization would beallowed to attend the Tender Opening. The Bidder’s representatives, who may chooseto attend the session, should attend the Tender opening at the Date and timementioned in the Bid Data Sheet or as per the Date and Time revised in thesubsequent communication given by MPSEDC through www.mpeproc.gov.ind) During bid opening preliminary scrutiny of the bid documents will be made todetermine whether they are complete, whether required EMD has been furnished andwhether the bids are generally in order. Bids not conforming to such preliminaryrequirements will be prima facie rejected.e) To assist in the scrutiny, evaluation and comparison of offers, the MPSEDC may, at itsdiscretion, ask some or all the Bidders for clarification of their offers on any of thepoints mentioned therein and the same may be sent through email, facsimile.Nochange in the prices or substance of the bid shall be sought, offered, or permitted,except to confirm the correction of arithmetic errors discovered by MPSEDC in theevaluation of the bids.ii.Tender EvaluationTo evaluate the Tender the MPSEDC shall formulate a Tender Evaluation Committee (TEC)(also referred to as “Evaluation Committee”). The Evaluation Committee shall evaluatethe Technical and Financial bids as per the following process:MPSEDCPage 10 of 41
a) The MPSEDC will evaluate and compare the bids that have been determined to besubstantially responsive.b) Tender Evaluation Committee shall review the Technical Proposal along with EligibilityCriteria. To assist in the examination, evaluation, and comparison of the bids, andqualification of the Bidders, Evaluation Committee may, at its discretion, ask any Bidder fora clarification of its bid.c) The Financial Proposals of only those Bidders who have been qualified in the eopenedinthepresenceoftheirrepresentatives, who may choose to attend the session on the specified date, time andaddress mentioned in the Bid Data Sheet.iii.Failure to Agree with the Terms and Conditions of th
Madhya Pradesh State Electronics Development Corporation (MPSEDC) is a wholly owned undertaking of the Government of Madhya Pradesh. MPSEDC has been designated as the implementing agency for various Government projects. Chief Electoral officer of Madhya Pradesh has appointed MPSEDC for selecting vendor for Online
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